Select a Rotary club to communicate with to start the process

Email or call this Rotary club. Establish a rapport & build a relationship. Ask them about current & past projects. Ask for detailed reports so you can review

Host Rotary club

ASK - can they confirm their accounts are audited? Transparency in process must be the first step. Check certificate of qualification?

Review data sent from Host Rotary club

Do an analysis of all data received to identify & define the critical needs. Remember it is better to pick one focus area to be successful with.

Approach aid agencies operating in that country

Establish a rapport & build a relationship. Ask them about current & past projects. Ask for detailed reports so you can review & analyse data & statistics. Evaluate partnership options

Consider when you want the visit/project to start

Please remember that issues arise at changeover, so it is best NOT to push into a visit/project until October when the District Grants etc. have been paid and the new board members are all bedded in.

Considerations for the visit and/or project

Plan & schedule the entire trip

PR and Media in NZ and in the foreign country

Identify and contact partners – set up Meetings and visit successful projects

Plan meetings with Host Rotary club. Attend their weekly meetings

Get buy-in for needs assessment (see below)

Review current data and its sources

Communicate with hosts and partners

Establish budget and project plan - area of focus

See and confirm audited accounts – Transparency

Determine who will be involved

Determine desired performance

Conduct a SWOT analysis of each potential project

Identify potential team roles and/or implementation team

Match Rotary strategic plan to community’s needs

Confirm budgets, prepare documents & applications to Rotary

Completing a Needs Assessment

Needs Assessment within a Performance Improvement Framework

Identify needs as gaps between current and desired results.

Analyze needs and potential solutions.

Decide which course of action will best achieve desired results.

PLAN • analyze design

ACT • develop & implement

MONITOR • measure • learn • improve

EVALUATE • measure • report • use

Improving performance, as we use the term, is the move from achieving current results to accomplishing desired results. Thus, rather than asking people what they “need,” needs assessments more importantly define gaps in results and highlight opportunities to improve performance.

A useful needs assessment will accomplish the following:

Focus on results first, solutions second.

Define needs as gaps in results.

Align operational, tactical, and strategic performance.

Systematically analyze needs to inform decisions.

Consider a broad array of possible activities.

Compare activities against performance criteria.

Provide information that justifies the decision before it is made.

How Do You Determine the Scope of Your Needs Assessment?

We can break down decisions into three levels:

Strategic (typically involves goals, objectives, and strategic policies defining the relationship between organizations and the society they serve)

Tactical (includes the policies and procedures put in place to both support strategic decisions and guide operational decisions, thereby defining the goals and objectives of an organization or institution)

Operational (includes all sorts of short and long-term decisions that typically involve implementing projects or programs and carrying out tasks to produce results).

Timelines

Plan & schedule meetings & project visits

Work out the time to effect & complete specific parts to your visit/project. Break it down into weekly slots and create small specific smart goals that will allow you to focus on the small steps to achieve the bigger goal. Include pre deployment goals.

Add contingencies for freight/supplies not arriving on time, team members being sick, natural disasters, flight delays. The list is endless.

Allow 1-2 days to problem solve any arising issues

Budgets, Fundraising and PR

Consider budget and scope of visit and/or project funding options

What Club funds can be used towards the project?

District Grant applications close 31 May; matched funding, local and international projects.

Note: Your club must qualify to receive a District grant by attending the District Assembly Grant workshop in the year your application is submitted.

Global Grants can be applied year-round; project budget must be min. of US$30,000 and partnered by at least one overseas Rotary club or district.

Fundraise because we do underestimate the cost

Get club members, other District clubs and or business associates to help with this. Run a fundraising event that’s fun & get the media involved to promote Rotary positively. Encourage fundraising for medical equipment, educational supplies, food & clothing so that these can be purchased in the country to boost their economy.

Promote trip with good PR

Include all members, local papers, social media and through Rotary newsletters & magazines

Travel, Insurance, Medical and Accommodation

Passports and Visas

Check passport expiry requirements and what visas will be required for the countries you will be visiting.

Contact airlines for best rates

Book flights early to ensure cheapest option. Some major airlines offer missionary fares, these have additional baggage & flexible change options

Rotary Insurance through RNZWCS

All Rotarian volunteers need to take out adequate Travel Insurance once they book their overseas fare. Travel policies generally exclude all cover arising out of work, either paid or as a volunteer. Arranging your insurance through RNZWCS is strongly recommended as the RNZWCS Ltd travel policy has that exclusion removed. Check out http://www.rnzwcs.org/forvolunteers/

Pre travel medical checks

If you’re visiting a developing country take your own medicines & first aid kits. Your GP will help you.to consider what vaccinations and medications are required. Many countries require an inoculation “yellow” card to be presented at the border (it is a must, particularly with African countries). Also check http://www.traveldoctor.co.nz/

Ask host Rotary club re: accommodation

Book safe accommodation based on your budget

Notify RNZWCS, MFAT & Safetravel

Once you have flights, passport, visas, accommodation & a schedule for your project notify these agencies. Register all travelling persons & contact telephone at www.safetravel.govt.nz

Do you want to make positive changes in your community and the world? Our club members are dedicated people from all walks of life who share a passion for community service and friendship. Becoming a Rotarian connects you with a diverse group of 1.2 million people globally who share your passion and drive to give back.